1 Using Conditional Formatting & Data Validation Applications of Spreadsheets

2 Conventional Formatting ► You use formats to emphasize cells in a worksheet to call attention to specific data.  The formatting remains into effect, even if the data changes.

3 Applying Conditional Formatting ► If you want to accent a cell depending on the value of the cell, you can use conditional formatting.  Conditional formats return a result based on whether or not the value in the cell meets a specified condition.  Formatting options include font size, font color, shading, patterns, borders, bold, italic, and underlining.

4 Removing Conditional Formatting ► You can remove all conditional formatting from a cell by selecting the cell and choosing Edit, Clear, Formats. ► You can specify up to three conditions, with varying formats for each condition.  For example, you could specify a red border for values greater than expected, a green border for values equal to the expected, and a blue border for values less than expected.

5 Applying Conditional Formatting

6 Conditional Formatting Dialog Box Specify a condition by first selecting “Cell Value Is” or “Formula Is” Preview the formatting options selected Select the formatting to apply if the current condition evaluates to true Specify up to three conditions

7 Specifying a Condition Based on a Cell Value

8 Specifying a Condition Based on a Formula

9 Applying Conditional Formatting in a Worksheet

10 Validating Data ► Validating data that is entered into a worksheet ensures the reliability and accuracy of a workbook application. ► Excel 2003’s data validation feature  displays drop-down lists of values  provides helpful prompts  warn users when incorrect entries are made ► As a workbook developer, it is your job to determine what data is valid by setting a numeric or date range or by comparing an entry to a list of acceptable values.

11 Guiding Cell Entry with Data Validation ► Entering wrong data or creating calculations that are not correct introduce errors into a worksheet. ► If the data or the calculations in a worksheet are wrong, decisions based on the data are likely to be wrong as well. ► Excel provides data validation options to set up  data entry instructions  drop-down lists of allowable entries  error messages

12 Applying and Removing Validation Rules ► To apply a validation method to a worksheet, select a cell and open the Data Validation dialog box containing three tabs. ► These tabs can be used individually or in combination to set up messages and apply a variety of restrictions to a cell.

13 Applying and Removing Validation Rules ► Options on the Settings tab of the Data Validation dialog box allow you to restrict the type of data that can be entered in a cell. ► Choices range from allowing any value to allowing only whole numbers, decimals, dates, times, values between two numbers, or values in a list.

14 Restricting Cell Entries to Data from a List ► Selecting from a list instead of typing is likely to improve the speed and accuracy of data entry. ► You can create a list right in the Source text box by typing allowable entries separated by commas. ► You can also type the allowable entries in another area of the worksheet and refer to that range in the Source text box.

15 Restricting Cell Entries to Whole Numbers Within Specified Limits ► Controlling data entry through a drop-down list is suitable for selecting among relatively few exact- match entries.  Some data, such as whole numbers, decimals, dates, and times, normally would not be validated using a list. ► As an alternative, you can specify that data must fit specified criteria, and that any attempt to enter invalid data produces an error alert message in one of three styles—Stop, Warning, or Information.

16 Data Validation Dialog Box Input Message Tab ► Use an input message to display instructions to users when they access a specific cell in the worksheet. ► Display can have two parts: an optional heading and the message itself

17 Attaching an Input Message to a Cell ► Clicking a cell formatted with an input message causes the predefined text to display in a balloon.  The balloon is attached to the Office Assistant if active, or to the corner of the cell.  You can drag the Office Assistant closer to the cells where you are entering data.

18 Creating a User-Specified Error Alert Message ► When validation settings have been specified, Excel displays an Error Alert message when invalid data is entered in the cell. ► This message is very general and does not explain how to correct the problem. ► You can specify an Error Alert message that replaces the one generated by Excel.

19 Data Validation Dialog Box Error Alert Tab

20 Creating a User-Specified Error Alert Message ► You can choose from three different levels of error alerts: Information, Warning, and Stop. ► Each style of error message offers different levels of protection. ► Information messages allow you to accept the invalid data or cancel entry. ► Warnings allow you to accept the invalid data, change your data, or cancel entry. ► Stop messages prevent invalid data from being entered.

21 Displaying a Custom Warning Message Displays the text entered on the Error Alert tab of the Data Validation dialog box Displays the text entered on the Input Message tab of the Data Validation dialog box

22 Copying Data Restrictions and Messages to Other Cells ► You can apply validation settings and messages to a single cell or to an entire range of cells. ► If you are designing a worksheet and have not yet entered data, you can apply one or more validation settings to the first blank cell of a range and copy the specifications to the rest of the range:  Copy the cell containing the validation restrictions using Copy and Paste commands or drag the fill handle.

23 Copying Data Restrictions and Messages to Other Cells ► You can also apply validation specifications to existing data by using Past Special instead of Paste. ► Paste Special allows you to select among a variety of copy options, one of which is Validation.

24 Finding and Copying Validation Rules Select the Data validation option button and then All or Same to locate validation rules in your worksheet

25 Paste Special Dialog Box

26 Creating a Dynamic Range Reference

27 Using Dynamic Ranges For Data Validation

28 Applying Validation After Data Entry ► Applying validation restrictions to worksheets after data is already entered is a common situation. ► If you do apply validation to cells that already contain data, be sure to look for and correct any pre-existing errors.

29 Using Audit Tools to Find Invalid Data ► Once validation restrictions are applied to a cell they are in effect whenever you enter data in that cell. ► However, if you apply validation to a cell that already contains data, the existing data are not automatically checked for validity. ► Excel offers a variety of auditing tools, one of which finds cells with errors.

30 Using Auditing tools to Interpret Error Messages ► Important decisions can ride on the results of data analysis and projections, so it is critical to verify that formulas produce accurate results. ► Excel’s Trace Error auditing tool allows you to find errors in your worksheet formulas.

31 Error Messages Related to Formulas ► Excel provides a variety of messages to identify a problem in a formula.  #DIV/0! – The formula is attempting to divide by zero.  #N/A – There is no value in the formula.  #NAME? – Excel doesn’t recognize the name in the formula.  #NULL! – An incorrect cell reference or range operator is used in the formula.  #NUM! – There is a problem with a number in the formula.  #REF! – The formula refers to a cell that is not valid.  #VALUE! – The wrong type of operand or argument is used in the formula. ► A red tracer line points to a formula that is in error, rather than to the values involved in the error.

32 Using Auditing Tools to Check Worksheet Formulas ► Trace Precedents and Trace Dependents are auditing tools that enable you to review your worksheets for errors or to help you understand how a worksheet performs its calculations. ► Trace Precedents shows what cells provide data to the current cell, and Trace Dependents show what other cells use the results of the current cell.

33 Disappearing Tracer Lines ► Whenever a change is made to a cell included in a trace, the tracer lines automatically disappear.  Doesn’t mean the formula is correct.  Retrace the formula to check for accuracy.

34 Using Auditing Tools to ‘Reverse Engineer’ a Worksheet ► Often you are face with the task of understanding a worksheet you did not create. ► Determining how someone else’s product works by taking it apart and looking at it is sometimes called reverse engineering. ► When you print a worksheet showing formulas instead of formula results, set your print specifications correctly.

35 Printing Cell Formulas ► When you print a worksheet showing formulas instead of formula results, set your print specifications correctly:  Display the Page Setup dialog box  Click the Sheet tab  Check two boxes ► Gridlines ► Row and column headings  Set the landscape orientation on the Page tab.

36 Using Audit Tools to Find Invalid Data ► The Auditing toolbar contains a feature to circle invalid data that works in combination with validation. ► When you select the Circle Invalid Data button on the Auditing toolbar, Excel places a red circle around cells with contents that don’t meet the validation rule settings. ► As you correct the data, the red circles disappear. ► Corrections are controlled by the new validation settings.

37 Impact of Saving on Circled Data ► Saving or closing a workbook turns off the Circle Invalid Data feature  The red circles around incorrect data disappear. ► To display the circles again, repeat the process to turn on the Auditing toolbar and select Circle Invalid Data. ► If AutoSave is active, it can interfere with editing.  You may want to turn the AutoSave setting off temporarily.

38 Editing Errors Including Validation Settings ► Once you have identified errors in your data, you must investigate each one and make corrections. ► In this lesson you will also be entering a page break between the validation work area and the data area. ► A page break enables you to end a printed page at a specified point and start a new page. Cell contents to the right of a page break print on a new page.

39 Setting Horizontal and Vertical Page Breaks ► If you click a cell in column A, Excel inserts only a horizontal page break. ► If you click a cell in row 1, Excel inserts only a vertical page break. ► If you click a cell in any other location on the worksheet, Excel inserts both a horizontal and a vertical page break.

40 Removing Page Breaks ► In Page Break Preview mode, you can  can remove any page break by dragging its line outside of the print area.  remove all manual page breaks by right clicking any cell on the worksheet and selecting Reset All Page Breaks on the Shortcut menu. ► You can also remove a manual page break by clicking either  a cell below the horizontal page break  to the right of a vertical page break ► and then choosing Insert, Remove Page Break

41 Finding Cells That Have Restrictions of Messages ► You may not know if the worksheet you are using contains data validation restrictions and messages. ► This is especially true if you are using a worksheet someone else has designed. ► Using the Go To Special dialog box accessed through the Edit menu, you can highlight cells that contain validation restrictions and messages.